Information obligations pursuant to Art. 13, Art. 14 of the General Data Protection Regulation (GDPR)

Controller
Congress-Organisation Reusch
Brigitte Reusch
Habichtsweg 11
D-60437 Frankfurt/Main
geber-reusch@t-online.de
USt-Id Nr. DE143855929

Scope of processing/Sources of collected personal data and information regarding collected data

We process personal data that you have provided to us (by email, in a contact form, by phone or personally) or that is available from other public sources.

Purposes of the processing of personal data

Processing may be carried out for the following purposes:

  • If you have contacted us by phone, electronically (e.g. by email), by post or personally, we will process the information you provide to us in order to fulfil your request and to be able to remain in contact with you insofar as we have a legitimate interest in doing so.
  • If you have a (pre-)contractual relationship with us, we will process the contact data (title, surname, first name, address, email address) and billing data (payment method, billing address, payment data) required to fulfil the contractual relationship.
  • If you would like to present your company as an exhibitor at an event, we will collect inter alia your contact data (e.g. email address, first name, surname, address, phone number, fax number, department, position), your billing data (e.g. billing address, VAT ID, order number, payment data) and specific data for the announcement of your participation within the scope of codices and exhibitor directories.
  • If you wish to act as a sponsor during an event, we will collect inter alia your contact data (e.g. email address, first name, surname, address, phone number, fax number, department, position), your billing data (e.g. billing address, VAT ID, order number, payment data) and specific data for the announcement of your participation within the scope of codices and exhibitor directories.
  • If you would like to book event space, we will collect inter alia your contact data (e.g. email address, first name, surname, address, phone number, fax number, department, position), your billing data (e.g. billing address, VAT ID, order number, payment data) and specific data for the announcement of your participation within the framework of codices and exhibitor directories.
  • If you wish to utilise other services related to the booking of event space (e.g. the provision of technical services or the performance of (technical) services), we will process the data required for the performance of this service, e.g. your contact data (title, surname, first name, address, email address).
  • If you would like to register for an event, we will collect inter alia your contact data (title, surname, first name, address, email address) and other data required for registration and billing.
  • Regarding the required transfer of information to external service providers. The information is related to our business activities. Such activities encompass the organisation and the conduct of events of all types, in particular of congresses, as a service provider for the organiser.

Legal grounds for processing

We process personal data in accordance with the provisions of the General Data Protection Regulation (EU GDPR) and other data protection laws within the scope of your consent pursuant to point (a) of Art. 6 (1) EU GDPR, to fulfil contractual obligations pursuant to point (b) of Art. 6 (1) EU GDPR, to fulfil legal obligations pursuant to point (c) of Art. 6 (1) EU GDPR and within the scope of the weighing of interests to safeguard our legitimate interests pursuant to point (f) of Art. 6 (1) EU GDPR.

The recipients or categories of recipients of the personal data

For the organisation, administration and conduct of our events, we use congress administration software from a service provider who works on our behalf and who may also gain knowledge of your personal data in the course of the maintenance and care of the systems.
Furthermore, insofar as required to perform a service we are providing, we transfer data to external service providers; in particular, this applies (for example) to the booth builder, the service provider for the provision of service and/or security personnel, the provider of catering services, travel and/or accommodation service providers or technical service providers. We comply with data protection regulations in these cases.
We transfer your data to our service providers (payment service providers, accounting service providers, IT service providers, tax consultants, auditors, lawyers) and to government agencies or authorities (e.g. our financial and supervisory authorities) solely to the required extent and insofar as an incident requiring the transfer has occurred.

In addition, your data will be made available internally in our company solely to those persons with a need to know for the performance of the business relationships.

Envisaged period for which the personal data will be stored or, if this is not possible, the criteria used to determine that period
We will erase the collected data if and when the storage is no longer necessary or if and when you have exercised your right to object or right to erasure, provided that no statutory retention obligations (such as for documentation for accounting purposes under the Tax Code, the Commercial Code or the Value-Added Tax Act) or our legitimate interest (e.g. to defend against claims) oppose the erasure.

Legal retention periods may require the storage of data for periods of up to 10 years.

There is no intention to transfer the personal data to a third country or an international organisation.

Data subject rights

You as the data subject are hereby informed that you have a right to access (Art. 15 GDPR), rectification (Art. 16 GDPR), erasure or restriction (Art. 18 GDPR) of the processing or a right to object to the processing (Art. 21 GDPR) as well as the right to data portability (Art. 20 GDPR).
If you exercise any of your aforementioned rights, we will determine whether the legal requirements have been fulfilled and you will receive a notification from us.
It is possible that we will ask you to identify yourself; we are obligated to do so if we have any doubts about your identity.

Withdrawal of consent
You have the right to withdraw your consent within the sense of point (a) of Art. 6 (1) or of point (a) of Art. 9 (2) GDPR at any time; the withdrawal does not affect the lawfulness of the processing carried out on the basis of your consent prior to the withdrawal.
If you have given your consent to the processing of your data, you may withdraw this consent at any time. This withdrawal affects the lawfulness of the processing of your data after you have notified us of the withdrawal.

Right to object
Insofar as we base the processing of your personal data on the weighing of interests, you may lodge an objection to the processing. This is especially the case if the processing is not required for the performance of a contract with you; we explain this in the following description of each of the functions. If you lodge an objection of this type, we ask that you present the reasons why we should not process your personal data as in the past. In the event of a legitimate objection, we will review the circumstances and either cease or modify the data processing or describe to you our compelling legitimate interests for continuing the processing.
If you exercise any of your aforementioned rights, we will determine whether the legal requirements have been fulfilled and you will receive a notification from us.

You also have the right to lodge a complaint with the supervisory authority
You also have the right to lodge a complaint with the data protection supervisory authority about our processing of your personal data (The Hessian Officer for Data Protection and Freedom of Information, P. O. Box 3163, 65021 Wiesbaden).

Exercise of your rights
There are no special formal requirements for the exercise of any of your rights. For documentation purposes, however, we request that you do so by sending an email to geber-reusch@t-online.de, including your name and address.

Processing
If you exercise any of your aforementioned rights, we will determine whether the legal requirements have been fulfilled and you will receive as soon as possible a notification from us; in specific cases, the issue of the notification may take up to 4 weeks.

Privacy Statement for Websites

Section 1 Information Regarding the Collection of Personal Data

(1) The following information describes our collection of your personal data when you visit our website. Personal data are any and all data that can specifically identify you, such as name, address, email addresses, user behaviour.

(2) Controller in accordance with Art. 4 (7) EU General Data Protection Regulation (GDPR) is Congress-Organisation Reusch, Brigitte Reusch, Habichtsweg 11, 60437 Frankfurt/Main, geber-reusch@t-online.de (see our Legal Information).

(3) When you contact us by email or by using a contact form, we will store the data you provide (your email address, possibly your name and telephone number) so that we can answer your questions. We erase any data acquired at this time when the storage is no longer required or restrict processing of the data if erasure is prohibited by statutory retention obligations.

(4) If we engage contract service providers to perform certain functions of our services and products or want to use your data for advertising purposes, you will find detailed information about these uses below.

Section 2 Your Rights

(1) You have the following rights with respect to us concerning your personal data:

  • Right of access
  • Right to rectification or erasure
  • Right to restriction of processing
  • Right to object to processing
  • Right to data portability

(2) Furthermore, you have the right to lodge a complaint regarding the processing of your personal data with a supervisory authority.

Section 3 Collection of Personal Data During Visit to Our Website

(1) If you use the website solely to obtain information, i.e. you do not register or send any information for other reasons, we collect solely the personal data that your browser transmits to our server. If you want to view our website, we collect the following data; this is technically necessary for us so that we can display our website to you and guarantee its stability and security (legal ground is point (f) of Art. 6 (1), first sentence GDPR):

  • IP address
  • Date and time of the query
  • Time zone difference to Greenwich Mean Time (GMT)
  • Content of the access (exact page)
  • Access status/HTTP status code
  • Transmitted data quantity for each visit
  • Website from which access is referred
  • Browser
  • Operating system and its user interface
  • Language and release of browser software

(2) In addition to the data mentioned above, cookies are stored on your computer when you use our website. Cookies are small text files that are stored on your hard drive and attributed to the browser you are using; they send certain information to the operator setting the cookie (us in this case). Cookies cannot execute any programs or transfer viruses to your computer. They are used to make the internet site more user-friendly and effective overall.

(3) Use of cookies:

  1. This website uses the following types of cookies; their scope and functionality are explained below:
    • Transient cookies (see b)
    • Persistent cookies (see c)
  2. Transient cookies are automatically erased when you close your browser. They include in particular the session cookies. These cookies store a so-called session ID that is used to attribute various queries from your browser to the joint session. Your computer can be recognised when you return to a website. The session cookies are erased when you log out or close the browser.
  3. Persistent cookies are erased automatically after a set period of time that can differ from one cookie to the next. You can erase cookies at any time by using the security settings of your browser.
  4. You can configure your browser settings as you wish; for instance, you can block third-party cookies or all cookies. We want to point out that this may prevent you from using all the functionalities of this website.
  5. [We use cookies to identify you for subsequent visits if you have an account with us. Otherwise, you would have to log in again for each visit.]
  6. [The Flash cookies that are used are recorded by your Flash plugin, not by your browser. In addition, we use HTML5 storage objects that are placed on your device. These objects store the required data independently of the browser you use and do not have an automatic expiration date. If you do not want to allow the processing of Flash cookies, you must install a suitable add-on (e.g. "Better Privacy" for Mozilla Firefox (https://addons.mozilla.org/de/firefox/addon/betterprivacy/) or the Adobe Flash Killer cookie for Google Chrome. You can prevent the use of HTML5 storage objects by utilising your browser in private browsing mode. In addition, we recommend that you regularly delete your cookies and browser history manually.]